Senior Secretary

2 weeks ago

Johannesburg, South Africa Absa Bank Limited Full time

Empowering Africa’s tomorrow, together one story at a time.
- With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group.Job Summary

To deliver secretarial, general office and administrative support services to manager(s) and or team(s) through the execution of predefined objectives as per agreed standard operating procedures (SOPs).

To provide project management services and to develop, maintain and enhance operational business relationships.

**Job Description**:
Administrative Activities: Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. | Dealing with Stakeholders: Taking responsibility for managing the expectations of stakeholders | Quality Assurance: Maintain a desired level of quality in a service or product, especially by means of attention to every stage of the process of delivery or production | Meeting deadlines: Completes tasks timeously | Verifying Information: Check different types of information for accuracy and inconsistency.

Financial, Office & Team Administration:

- Coordinate & manage team diaries and schedules
- Implement & maintain office & team administration systems including (but not limited to) e.g. meeting minutes, agenda’s, customer interactions, complaints & solutions, leave schedules, critical milestones and delivery dates, templates and tools etc.
- Coordinate & manage all team logistics e.g. travel, meetings, catering etc.
- Manage all incoming / outgoing communications & requests and mitigate risk across tribes & squads
- Coordinate & manage all office supplies & equipment (on time & on budget) - including asset management of key assets across the team
- Act as the point of coordination for key business requirements - ensuring all requirements are met by teams e.g. attendance at key forums / events, escalations to line on e.g. compliance training etc.
- Coordinate and manage all team information e.g. contact lists, emergency contacts etc.
- Coordinate all invoicing, payments & expenses across the business
- Track and manage all incoming & outgoing payments & receipts (overspend / underspend) and ensure resolution
- Coordinate all people related administration e.g. onboarding, recruitment processes, resource management etc.
- Ensure all administration compliance to organization policies and procedures e.g. procurement, telephone, contracting etc.
- Implement, monitor & maintain document management systems and processes
- Monitor & maintain all business process related systems e.g. trackers, resource management systems etc. in partnership with tribe leads and their teams

Event Administration:

- Work in partnership with the broader Tribe Support team to provide all project administration support for large events and or meetings, accelerators, design thinking sessions, incubators (manage schedules, delivery timeframes etc.)
- Identify event requirements and proactively identify event solutions
- Operationalise all event requirements (coordinate, manage & or design & implement various components of these) e.g. venue set up, décor, invitations and planning etc.
- Coordinate & manage logistics for meetings and events e.g. interact with internal & external stakeholders and providers to arrange venues, equipment, refreshments etc. Communication
- Manage the administration of the integrated communication & change plans across the business area
- Prepare & or support the preparation of confidential reports, responses and presentations including coordinating & managing timelines to completion of the broader team providing inputs
- Support the communication requirements across tribes and squads e.g. new announcements, launches, change management activities etc.

Customer & Team (internal / external query management & resolution):

- Identify & escalate critical customer / team internal / external queries and resolutions
- Track and monitor critical customer / team requests, issues and concerns resolution

Project Administration:

- Monitors the progression of a project at every stage and ensure that the objectives of a project are met
- Quality Assurance: Maintain a desired level of quality in a service or product, especially by means of attention to every stage of the process of delivery or production
- Meeting deadlines: Completes task timeously
- Stakeholder management: Ensure that stakeholders are identified and engaged

Education

Higher Diplomas: Office Administration (required)
- Absa Bank Limited reserves the right not to make an appointment to the post as advertised_

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